RESOURCE 8
Interviewing, Recruiting and Probation
Healthy Practices
APNA has produced a suite of resources to help general practices employ nurses and optimise
their role in the general practice setting. Fulfilling these aims will help build Healthy Practices
that deliver positive outcomes for their communities through nursing skills and expertise.
This resource outlines steps for interviewing and recruiting
a nurse to work in your general practice.
Step 1: Review all applications
Read all applications thoroughly and determine whether
all requested information has been supplied.
Using the position description and the Selection Criteria
Checklist, review:
-- experience relevant to the position
Interview questions are normally assigned to each panel
member. It is helpful to place each panel member’s name
against their questions on the interview agenda.
Panel members will also need to document and rate each
applicant’s responses to the set of interview questions.
The questions should relate to the position description and
the essential and desirable selection criteria and should not
be discriminatory.
-- evidence of professional and relevant personal
achievements
To enable applicants to introduce themselves, plan to start
with general questions about their interest in the position.
‘Tell us what attracted you to apply for this position,’
is a common starting point.
-- tone, style and construction of the letter and CV/resume
Develop questions that:
-- experience matching the position description
-- inclusion of referee names and contact details.
Step 2: Create a shortlist
Identify applicants who meet the selection criteria, have an
appropriate and demonstrable work history, and have other
attributes that may add to their application (for example,
fluency in a language other than English).
Reduce the number of applicants to be interviewed by rating
each application. Be consistent, unbiased and fair when
shortlisting applicants. It is best to keep notes of reasons for
all decisions made during the recruitment process in the event
any dispute arises or constructive feedback is requested.
Step 3: Develop the interview agenda
An interview agenda is for the interview panel and outlines
the sequence of the interviews and interview questions.
The agenda may also include a welcome and introduction
to each of the panel members (name and role) and to the
general practice.
1
-- allow them to demonstrate their experience in applying
skills or knowledge (for example, ‘Give us an example of
a time when you…’)
-- allow them to tell you of specific experience, skills or training
-- focus on the requirements of the position
-- are not discriminatory, invasive or irrelevant (for example,
‘Do you have a family?’).
Ensure consistency and fairness in the questioning of all
applicants. It may also be useful to have some questions on
a case scenario that is based on the type of problem solving
required at your practice.
RESOURCE 8
Interviewing, Recruiting and Probation
Sample interview agenda
Welcome and introduction: [insert panel member’s name and role and general practice summary].
Interview process explained: Each panel member will ask several questions. Any questions you have during your response
will be addressed at that time; otherwise, questions will be taken at the end of the interview.
Applicant name
Confirm current registration
Question 1
[Panel member’s name]
[Insert question here]
Score: 1 (lowest) – 5 (highest)
1
2
3
4
5
4
5
4
5
Comment:
Question 2
[Panel member’s name]
[Insert question here]ion 2
Score: 1 (lowest) – 5 (highest)
1
2
3
Comment:
Question 3
[Panel member’s name]
[Insert question here]
Score: 1 (lowest) – 5 (highest)
1
2
3
Comment:
-- Other matters [insert questions or information you wish to relay to all applicants here].
-- Do you have any questions you would like to ask?
-- Are you aware of any pre-existing injuries or illnesses that would prevent you from undertaking the requirements of this
position, as stated in the position description?
-- Should you be successful, a probationary period applies for the [insert time frame here, e.g. first three months of employment].
-- Should you be successful, could you outline your potential commencement date and/or notice requirements to your existing
employer?
-- In closing, we anticipate we will complete the interview process for all applicants by [timeframe] and will notify you of our
decision by [method of contact] by [timeframe].
-- Check the applicant has provided the contact details of referees within their application.
-- Have information available that candidates may ask questions about, including conditions, pay structure and professional
development.
2
RESOURCE 8
Interviewing, Recruiting and Probation
Step 4: Prepare for the interview
The interview provides an opportunity to demonstrate the
professionalism of your practice. It is important to prepare for it.
Convene an interview panel
The interview panel should have two or three members: the
practice manager, a GP and, ideally, a nurse. Some professional
organisations or primary health organisations may be able to
assist with a nurse representative.
Provide all members with a copy of the position description,
selection criteria and the interviewees’ applications ahead of
time. If you have prepared your interview questions prior to
convening the interview panel, you should provide panel
members with a copy of the interview agenda and questions
so they come prepared.
Schedule the interview
Identify an appropriate location for the interviews, preferably
at the practice, so that the applicants can understand the work
environment where they might be employed. Check whether
there is a need for special physical access, interpreters or other
requirements.
Allocate enough time to interview each applicant and for
possible questions. Leave a short period between interviews
so that panel members can discuss each applicant and
complete the documentation.
Have information at hand that candidates may ask questions
about, including conditions, pay structure and professional
development.
After each interview, the panel members can briefly discuss
the applicant and complete the documentation. They should
keep detailed written notes on each applicant. It is good
practice to keep recruitment records, including interview
notes, for up to 12 months, as the candidate has the right to
contest a decision during this period. Under the Privacy Act,
a candidate may also ask to see any information you hold on
them, including any interview panel documentation.
Sample interview questions
Adapt this list. Choose suitable questions and make these
available to the interview panel members.
Interest in position:
-- What attracted you to this position?
-- Tell us what you can bring to the position.
-- Tell us about experience you have that is relevant to
this position.
Personal attributes:
-- What is your greatest strength/greatest weakness?
-- Describe a work situation in which there was conflict between
staff and your role in resolving the situation.
-- What did you learn from that experience?
Step 5: Conduct the interview
-- How do you approach change?
A well-structured interview will proceed as follows:
-- Tell us about the most difficult situation you have been in
at work.
-- make all applicants aware of the date, time and location
of the interview
-- ensure all members of the interview panel are well informed
and have the interview agenda
-- welcome the applicant, introduce the panel, outline how
the interview will proceed, including when the applicant
can ask questions about the position, and ensure the
applicant is comfortable
-- ask the prepared questions, including any further questions
where clarification is needed (‘Give us an example…’,
‘Can you tell us more about…’, ‘How would you go about…’)
-- invite questions from the applicant
-- advise the applicant of the process that will follow the
interview: timelines, notification of successful and
unsuccessful applicants, and referee and police checks
(if required)
-- confirm current registration.
-- How do you adapt to working both independently and in
a team?
Position experience:
-- What aspects of your current/last position do/did you like
the least/best?
-- How would your current manager describe you as an
employee?
-- In what areas do you feel under-skilled/competent with your
skills and knowledge?
-- How have you updated your skills in the past?
-- What are your plans for further education?
-- What approach to problem solving works best for you?
-- Describe any innovative projects that you been involved
in or have initiated.
-- What kind of challenges do you enjoy/dislike in your work?
-- What defines an enjoyable position for you?
-- How do you deal with non-compliant patients?
-- How would you describe your work style?
3
RESOURCE 8
Interviewing, Recruiting and Probation
Step 6: Making a decision and carrying
out checks
The interview panel should decide on the most suitable
applicant. The preferred candidate’s employment history
and experience should be checked before they are offered
the position.
Police check
Suitability checks for staff and volunteers working with
children and young people vary significantly across Australia.
Contact your state or territory police or family services
department for information on obtaining checks. Further
information on the mandatory pre-employment screening
is also available on the Child Family Community Australia
website: aifs.gov.au/cfca
Reference check
Referee input is an important part of the recruitment process
and referees should always be contacted before a position is
offered to a candidate. Develop questions for referees that are
related to the selection criteria and the professional attributes
required for the position. Include questions that will establish
when the referee employed or worked with the applicant, for
how long, and the level of skills required and demonstrated in
that position. Outline the position on offer to the referee and
then evaluate the referee’s ability to provide accurate and
relevant information by asking the list of referee questions (see
Referee check questions template). Note the responses.
Referee check questions template
Adapt this list of questions, print it out, and use it to question referees. Leave spaces for notes.
Applicant
Role
Referee
Referee title e.g. Practice Manager
Business name
Phone number
Registered Nurse
Enrolled Nurse
Sample script
-- Hi, my name is [name] and I’m calling on behalf of [business name].
-- I’m calling in regard to [applicant name], who has been interviewed for a position at our practice and has listed you as
his/her referee.
-- Do you have a moment now to conduct a reference check? I‘ll need around 20 minutes of your time.
-- If answer is no, ask them for a suitable time to phone back. Schedule a time and date. If answer is yes, continue.
-- I also need to let you know that the information you provide today may be shared with [applicant name] should they request
this. Are you happy to continue?
Potential questions – Edit as required
Response
---------
In what capacity do you know the applicant?
How long has it been since you worked with the applicant?
Can you confirm the dates of employment and title or position held?
Did that position require the same level of skills and behaviour as the position at our practice?
What were the applicant’s strengths and weaknesses in the position and areas for improvement?
What skills did they possess that were key competencies of the position?
Could you give me four or five single words that best describe the applicant?
Were there any unsatisfactory aspects of their performance that could be relevant to the position
at our practice?
-- How did they work in team and individual situations?
-- Are there any reasons we should not employ this person?
-- Would you re-employ this person?
Thank the referee for their time and co-operation in the reference checking process
Reference check conducted by
Date of reference check
4
Comments/Notes
RESOURCE 8
Interviewing, Recruiting and Probation
Step 7: Informing candidates
Informing unsuccessful candidates
Appointment process
It is advisable to defer sending letters to unsuccessful
candidates (see Sample letter of decline) until you have
received an acceptance of your offer from the preferred
candidate.
Advise the preferred candidate by phone and tell them that
you will forward a letter of offer (see Sample letter of offer)
outlining the employment conditions. If your practice does
not apply an award, you will need to supply an individual
contract setting out remuneration and conditions. Include the
position description with the letter of offer for their agreement
and signature.
Unsuccessful applicants may ask for feedback, in which case
you should provide constructive information based on the
advertised selection criteria and the notes taken during the
interview.
Discuss the purpose of the staff details form, which you will
provide. This form collects information such as bank account
details for salary payments and emergency contacts, and is
kept on the staff file at your practice.
If interviews identified other suitable candidates for the
position in addition to the successful applicant, you could ask
them if they would like to be on an eligibility list for other
positions that may become available over the next six months
Probation period
Sample letter of offer
Information about managing performance and probation
can be found on the Fair Work Ombudsman website:
www.fairwork.gov.au
Employers can utilise a probation period to assess
if employees are suitable for the role and business.
The employer decides the period of probation and this
timeframe can vary in duration.
If a nurse is to be employed with a probationary period, they
should be notified of that period in their position description,
interview, and employment contract. The probation period is
usually three months, but can be longer. A longer period may
be determined by written agreement between the nurse and
the practice before the nurse begins employment. If you want
to have the option to extend the period, that should also be
specified in the employment contract.
During the probationary period, regular documented
meetings should be held between the nurse and their
manager to review how the nurse is performing in the
position. The nurse must be given the opportunity to ask
questions and to express any concerns they have about the
workplace. If either party has problems, these must be
addressed.
If an employee is unsuccessful in their probation, they are still
entitled to receive notice and have their unused accumulated
annual leave hours paid out.
[Date][Letterhead]
[Name]
[Address]
Dear [applicant’s name],
I have great pleasure in extending to you an offer of
employment as [job title] at [practice name] under the terms
and conditions described below.
All conditions of employment are as per the enclosed
[contract/certified agreement]. Your role will be as described
in the enclosed position description.
All members of the practice are required to comply with the
practice policy for maintaining privacy, in accordance with
the Privacy Act and the National Privacy Principles.
Please read this letter and the enclosed documents carefully.
If you have any questions or queries, please do not hesitate
to call on [phone number].
If the terms and conditions, including those set out in the
enclosed documents, are acceptable to you and you wish
to accept the offered position, please sign the copy of this
letter, initial each page and return it to me by [date]. Please
also complete, sign and return the enclosed staff details
form and position description.
Please retain the original documents for your own reference.
We look forward to commencement of your employment
and would like to take this opportunity to welcome you to
the team. You will be supported in your new role with an
induction that will begin on your first day of employment.
Yours sincerely,
[Practice manager’s signature]
[Practice manager’s name]
5
RESOURCE 8
Interviewing, Recruiting and Probation
Sample letter of decline
[Date][Letterhead]
[Name]
[Address]
Dear [applicant’s name],
Thank you for your application for the position of general
practice nurse, as advertised in the [name newspaper or
website] on [date of advertisement].
The quality of applications was very high, and on this
occasion we regret to inform you that your application was
unsuccessful.
In accordance with the Privacy Act and the Equal
Employment Opportunity Act, the information you provided
will be held by [practice name] for a period of 12 months.
At the end of that time, it will be treated as a confidential
document and disposed of accordingly.
Yours sincerely,
[Practice manager’s signature]
[Practice manager’s name]
www.apna.asn.au
www.healthypractices.apna.asn.au
Australian Primary Health Care Nurses Association (APNA)
Level 2, 159 Dorcas Street
South Melbourne 3205
APNA acknowledges and thanks the Australian Medicare Local Alliance for
use of this material.
This resource is funded by the Australian Government Department of Health.
6